Contingent Human Resources Administrative Aide-County Administration, Human Resources

This position functions in the central Human Resources Office for Howard County Government.  The Human Resources Office is dedicated to workforce excellence and great customer service to all departments, employees and applicants. This is a fast-paced position which requires a skilled individual to handle a variety of technical duties supporting Human Resources functions.

This position serves in a confidential capacity within the definition of Howard County labor relations law and is ineligible for membership in a collective bargaining unit

CLASS DESCRIPTION:

Performs advanced technical level administrative support work, which may include supervisory responsibility, under general supervision from an administrative or technical superior.  Work typically involves administrative support, technical tasks and secretarial work assisting legal staff or an executive level government official.  Applies bookkeeping, accounting and data processing principles to accounting and financial record keeping and reporting systems at the advanced technical level.   Work at this level may also include independent responsibility for a significant administrative or clerical process.

**This is a contingent position, meaning that it is not a part of the Howard County Classified Service and does not accrue County service time for the purpose of calculating any service benefit. This position is paid hourly and may work a varying number of hours per week, based on the availability of funding and a continued need. A contingent employee is only eligible for fringe benefits required by State or Federal law.**

Administrative and Office Support:

• Performs general administrative support for the Office of Human Resources.
• Opens and distributes mail, including confidential/sensitive materials.
• Performs receptionist duties, responding to internal and external HR-related inquiries.
• Schedules and organizes physical, hybrid, and virtual meetings using county scheduling and virtual meeting tools.
• Prepares letters for employees and departmental distribution.
• Orders office supplies, processes requisitions, receives/distributes materials, and reconciles invoices and monthly credit card statements.
• Performs other related responsibilities as assigned.

Records Management and Data Integrity:

• Maintains accurate and up-to-date human resource files, records, and documentation.
• Maintains integrity and confidentiality of HR files and records.
• Enters, stores, and retrieves data from HR systems including ADP payroll, benefits administration platforms, Iron Mountain records management, and applicant tracking systems.
• Maintains logs, records, complex files, and retrieves materials as needed.

Employee and Applicant Support:

• Answers frequently asked questions regarding policies, benefits, and hiring processes.
• Provides staff support during employment testing, training programs, benefits enrollment, and New Employee Orientation (NEO).
• Creates employee identification badges.

Payroll and Timekeeping:

• Maintains office payroll and leave records.
• Processes biweekly timesheets for staff, including adjustments, compensatory time, and annual leave reconciliation.

Personnel Process Coordination:

• Receives and processes personnel request forms and related items.
• Prepares basic operational reports and carries out routine HR processes and procedures.

Financial and Expense Administration:

• Serves as primary office contact for expense-related issues in Human Resources.
• Processes monthly settlements and maintains documentation for purchases and payments.
• Performs budget reconciliation, including reviewing income and expense data.
• Processes employee expense reimbursements in SAP for payment.

Event Support:

• Assists with planning and execution of special events such as benefits enrollment sessions, organization-wide meetings, employee recognition events, holiday gatherings, and retirement celebrations.

SUPERVISORY RESPONSIBILITIES:
This position has no supervisory duties.

Associates degree and two (2) years related experience; or equivalent combination of education and experience.

PREFERRED EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES:

• Associates degree in related field.
• Proficient with or the ability to quickly learn payroll management, applicant tracking systems, budget management applications, human resource information systems (HRIS), and similar computer applications.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and the work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• While performing the duties of this job, the employee is regularly required to talk or hear.
• The employee is occasionally required to stand, walk, and reach with hands and arms.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, and ability to adjust focus.  
• The noise level in the work environment is usually moderate.

LANGUAGE SKILLS, MATHEMATICAL SKILLS, AND REASONING ABILITY:

• Demonstrated experience of working in a fast-paced environment and successfully navigating multiple priorities.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational and time management skills with good attention to detail.
• Proficient with Microsoft Office Suite or related software.
• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.  
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.